Access the Inline Accessibility Assistant in Microsoft Word
Today’s blog post explores how to activate and use the inline Accessibility Assistant in Microsoft Word. Microsoft has added many accessibility improvements across Word, and this feature makes document accessibility easier to check while you write.
Video Guide
What the Inline Accessibility Assistant Does
Microsoft Word has a traditional Accessibility Checker that checks documents for issues. This inline assistant option takes that support one step further by placing the accessibility status directly in the document.
That means you do not have to rely only on the side panel. Word can show a small accessibility indicator near the content that needs attention.
This helps you:
- Spot accessibility issues while editing
- Fix problems without searching through the whole document
- Improve readability for more people
- Make accessibility part of your normal writing process!
How to Activate the Inline Accessibility Assistant
- Open your Microsoft Word document.
- Select Check Accessibility to open the accessibility panel.
- Open the Check Accessibility menu.
- Select Options.
- Tick Show accessibility status in line with the document.
Once activated, Word begins showing an inline accessibility indicator inside your document.
Fix Hard-to-Read Text Contrast
Text contrast affects how easily someone can read your content. If the text color and background color sit too close together visually, some readers may struggle to see the words clearly.
With the inline assistant turned on, Word shows the issue right where it appears and offers a fix: a black text option. Select the option, and Word applies the change automatically.
This makes contrast fixes quick and practical. You see the problem, choose the suggested fix, and keep working.
Add Alt Text to Images
Alt text gives screen reader users a way to understand the purpose of an image. When an image communicates information, the alt text should describe what the reader needs to know from that image.
With the inline assistant, you can select the accessibility indicator near the image and enter a description. After you write the description, select Save.
For images that do not add meaningful information, you can mark them as decorative. A decorative image does not need a detailed description because it does not carry important content for the reader.
Use Generated Alt Text Carefully
Word also includes a Generate alt text option. You can access it by right-clicking the image and selecting View Alt Text. From there, choose the option to generate alt text.
Microsoft has improved generated alt text across its tools, and the feature can help you get started. Still, you should review the result before relying on it. Make sure the description matches the image and fits the document context.
Generated alt text works best when you treat it as a draft. Check it, revise it, then save the version that helps the reader most.
An Easy Way to Build Accessible Documents
The inline Accessibility Assistant helps bring accessibility into the editing experience. Instead of waiting until the final review, you can address issues as they appear.
This workflow supports better documents for classrooms, workplaces, public resources, and shared files of all kinds. It also helps document creators build better habits over time.
Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!
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